Scout Association of Hong Kong

Transcription

1 JUNE 2018 Scout Association of Hong Kong Venue Booking

2 Index Content Page 1. Register Account 2 2. Apply Venue Booking View Booking Application Confirm Booking Application Payment & Print Demand note Print Permit Cancel Booking Booking Information Enquiries 35 1

3 1. Register Account Click Register button 2

4 1. Register Account Input Organization information * Required Field For Scout Group, fill in the group name as Organization Name (e.g. 1 st Hong Kong Group) 3

5 1. Register Account Select Type Upload proof of organization (e.g. Certificate of Registration of Scout Group, Proof of Charitable Institutions and Trusts of a Public Character, Business Registry, etc.) - Enter Login - Password must contain a minimum of 8 characters, including at least 1 numeric character & 1 letter. 4

6 1. Register Account Input details of Contact Person. If correspondence address is the same as organization address, click Copy Organization Address button. Click to submit 5

7 1. Register Account Click to accept the Privacy Policy Click to submit 6

8 1. Register Account Please check your mailbox of registered after registration. 7

9 1. Register Account Click the link to complete registration 8

10 1. Register Account When the account has been verified, a confirmation will be issued. 9

11 2. Apply Venue Booking Click to apply for booking 10

12 2. Apply Venue Booking Click New button to create booking application 11

13 2. Apply Venue Booking 1. Input Meeting / Event Name 2. Select Meeting / Event Nature (e.g. Scout Group Meeting, Training Course, Lecture, etc.) 3. Select Location 12

14 2. Apply Venue Booking 4. Select room setting, e.g. Meeting, Theatre, Classroom, No setting or others) 5. Select Date & Time 6. Input No. of Participants Go to next page If more than one venue is required for the same event, please click button 13

15 2. Apply Venue Booking 7. Select Venue 8. Select Equipment 9. Select Food & Beverage 14

16 15 2. Apply Venue Booking Suitable venue will be generated in accordance with the no. of participants and setting. 7a. Select venue priority 7b. Click to accept alternative time slot 7c. Click to accept alternative date Click to submit

17 2. Apply Venue Booking Equipment included in the selected venue will be shown. 8a. Input quantity of equipment requested 8b. Input other request (e.g. HDMI, etc.) Click to submit 16

18 2. Apply Venue Booking 9a. Click to purchase Self-served Drink Package 9b. Click for Catering Request Self-provided refreshment/ Catering Service Heating/Further processing) Click to submit 17

19 2. Apply Venue Booking Selected items will be shown 10. Click Copy the 1 st setting to all button to copy the selected item to the next event (If no. of participants are different, only equipment and F&B will be copied) Go to next page 18

20 2. Apply Venue Booking Reference Charge will be shown (Calculation is based on commercial rate when the account is not verified) Click Edit button to modify application or Save Draft button to save the draft Click to confirm & submit 19

21 2. Apply Venue Booking Click to accept the Terms and Conditions Click to submit 20

22 2. Apply Venue Booking When the application has been received, acknowledgement of receipt of application will be sent by 21

23 3. View Booking Application Pending : the application is under approval Draft : the application has not been submitted Click Browse to view the application content 22

24 3. View Booking Application View the application content Click to cancel application 23

25 4. Confirm Booking Application When the application has been approved, a notification will be issued. Applicant is required to confirm within 2 working days 24

26 4. Confirm Booking Application Approved : The application has been approved Action (e.g. Confirmation / Payment ) is required when background is in yellow. Click Browse to view the details 25

27 4. Confirm Booking Application Check the venue assigned To confirm/cancel booking, click Confirm Booking / Cancel Booking buttons one by one, or Confirm all booking(s) button to confirm all bookings 26

28 5. Payment & Print Demand note E-payment interface will pop up after confirm action 1. Select Deposit or/and Balance, then select payment method(credit Card or E-cheque). 2. For payment by cash / cheque, click Other Payment Method button to print demand note. 27

29 5. Payment & Print Demand note Click to print Deposit Demand Note Click to print Full Payment Demand Note Cleaning Deposit is required for catering request, click to print Demand Note for Cleaning Deposit Click E-payment button for online payment or payment by E-cheque 28

30 6. Print Permit Permit will be issued when all payment are settled. Permit is ready for printing when background is in green. Click to print permit 29

31 6. Print Permit Click to print or download 30

32 7. Cancel Booking Cancellation of booking must be made in writing to Estate Branch as soon as possible. (Fax: ; Proportion of refund is subject to the notice of cancellation received. (For details, please refer to Function Room Booking - Terms and Regulations ) 31

33 8. Booking Information Click to view venue information 32

34 8. Booking Information Click to browse Tariff, Terms and Regulations of Function Room & Inclement Weather Arrangement Guideline 33

35 8. Booking Information Venue Photos When Others / Tailor-made Setting is selected, applicant can download the layout plan for sketching. 34

36 9. Enquiries Please contact Estate Branch during office hours (9am 6pm, Monday to Friday) Tel: